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Billing & Administrative Specialist

Posting Details

Position Information

Job Title Billing & Administrative Specialist
Position Class Type Regular
Position Type Staff
Other Position Information

Kettering University is a national leader in experiential STEM and business education, integrating an intense academic curriculum with applied professional experience. We inspire students to realize their potential and advance their ideas by combining theory and practice better than any institution in the world. Kettering University is dedicated to achieving the extraordinary through technological innovation, leadership, and service, built on values that foster respect, integrity, creativity, collaboration, and excellence in growth, global leadership, community outreach, and an engaged community of stakeholders.

BENEFITS include health, dental and vision coverage; retirement benefits with up to a 9% Kettering matching contribution; life and accident insurance; tuition assistance and waiver programs; vacation and holiday pay; sick and disability pay; home purchase assistance program; recreation center membership; and many other benefits.

Position Status Full-time
If Part Time, hours per week

Posting Text

Preferred Qualifications

• Bachelor degree preferred.
• Online education experience beneficial.
• At least 2 years of experience with Banner as an Enterprise System.
• Experience in Project Management or other organizational tools preferred.
• At least 5 years of experience in higher education or related field.
• Typing at least 50 wpm.

Job Specific Required Qualifications

• Associate degree required.
• Minimum five years of increasingly responsible administrative support experience.
• Proficiency with use of MS Word, Excel, PowerPoint, spreadsheets and Google Mail (or similar emailing system), and standard office equipment.
• High degree of organizational skills and attention to detail.
• Typing (sight typing required).
• Commits to excellence in all aspects of work responsibilities.
• Pleasant and professional demeanor while working in a fast-paced, challenging and sometimes stressful environment.
• Able to work quickly, efficiently and be flexible.
• Customer service oriented with a dedicated interest in serving students.
• Excellent interpersonal communications skills that convey a high level of professionalism and respect, with sense of humor to help diffuse tense situations with grace, tactfulness and respect.
• Contributes to team morale through positive and productive working relationships with KGC staff and University personnel.
• High level of demonstrated proficiency in the ability to:
• Use diplomacy and discretion when giving out information, referring and directing callers and visitors.
• Maintain confidentiality and protect confidential documents.
• Handle multiple tasks and projects simultaneously in high pressure environment while adhering to timelines.
• Organize and maintain files, filing systems, both hard copy and electronic.
• Schedule and coordinate travel arrangements.
• Prioritize tasks and duties based on timelines and goals.
• Accurately follow, apply, interpret and explain instructions and/or guidelines involving detailed informational financial data.
• Organize and compose letters, minutes and reports, including correct English usage and proper grammar.
• Review select and synthesize data from diverse reference sources for reports and other forms of correspondence.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, participating in professional societies.

• Understanding and commitment to Kettering University Values:
A. RESPECT: for teamwork, honesty, encouragement, diversity partnerships with students.
B. INTEGRITY including accountability, transparency and ethics.
C. CREATIVITY fostering flexibility and innovation.
D COLLABORATION across disciplines and with all partners
E. EXCELLENCE in all we do.

Posting Information

Posting Number SP00125
Posting Date 12/20/2017
Closing Date
Open Until Filled Yes
Special Instructions to Applicants

Job Duties

Job Duties

Percent of total time 60

General Administrative & Office Oversite: • Perform advanced and diversified secretarial and administrative support duties for the Vice President, KUO including:
• Maintain confidentiality of sensitive information at all times.
• Completes operational requirement by scheduling and assigning administrative projects; expediting work results.
• Prepares reports summarizing Online Education statistical data related to student numbers and course offerings.
• Oversees and makes recommendations regarding KG budgets related to Operations.
• Reviews and recommends departmental personnel needs, related to Online Operations.
• Follows institutional policies and procedures and alerts appropriate individuals when institutional policies and procedures are not followed.
• Participates in the development of and aids to oversee the implementation and administration of: policies, systems and procedures to ensure effective operations for Kettering Global.
• Suggests possible cost reductions, and reporting procedures required for KGC effectiveness.
• Assists in the creating of systems and procedures to assist operation practices, record keeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
• Suggests staff training and personnel needs.

• Print student roster for every KUO course section for which Keypath is currently billing.
• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions related to billing.
• Support VP of Kettering Global with daily operations including but not limited to:
• Oversee relationship with education partner; billing of fees related to academic partnership.
• Provides initial oversight of billing for Operations as well as accurate and timely billing with Academic Partner.
• Perform preliminary review of billing sent by Keypath each part of term.
• Communicate with Managing Director of Keypath if clarification is needed or if any discrepancies are found in billing
• Final review with Vice President of adjusted (if necessary) billing sent by Keypath.
• Draft initial billing to be sent to GM TEP for each of the 3 terms GM TEP students are allowed to register for courses (Winter, Spring, Fall).
• Review billing with Vice President to ensure accuracy before sending to Student Accounts for issuance to GM TEP.

Percent of total time 25

• Prioritize/screen mail, electronic messages, phone calls, and other communications.

• Schedule and maintain calendar of appointments, meetings and trip itineraries, including arranging for meeting space and related set-ups as needed.

• Assist in cultivating a culture of excellence with a customer focus in support of the University’s mission.

• Proactively work to help address issues that arise that do not require the attention of the Vice President, including enlisting the assistance of other staff as appropriate.

• Organize and maintain property records and related documents.

• Perform research and prepare summary data related to special projects as needed.

• Assist in drafting and updating administrative policies and procedures.

• Participates in budget process as requested.

• Obtain, when needed, budget-related information for Vice President, such as current available budget in specific accounts, and payments made from specific accounts.

• Maintain a professional work environment.

• Process invoices sent by publishers and Examity for student enrollment in the self-directed studies.

• List of payments processed for teaching/contributing faculty (in progress).

• Obtain signature of Vice President on any invoice to be paid. This includes course development-related invoices, blog editing invoices, general vendor invoices, etc.
• Track which course each invoice corresponds to.
• Create PO requests as necessary. Forward to Accounts Payable Office for processing.
• Create funds transfer requests as needed.
• Assist in the updating of faculty pay spreadsheet shared with HR and Payroll.
• Process Subject Matter Expert and ISD invoices once approved by Program Development Manager AND Vice President signs.

• Compile data needed by Vice President at any given time. Examples of some reports compiled to date include:
• Students receiving VA benefits
• Non-KUO students who have taken a KUO course
• GM TEP Student list (in Banner) compared to Tina’s GM TEP list
• Drop percentages term-over-term
• List of states and countries in which KUO students reside – this was used to create a map showing same.
• Active students per program designation
• GPA’s
• Enrollment for part of term
• Items related to faculty salaries and payments

KUO Administration:
• Create initial draft of KUO academic calendars and arrange for printing and dissemination.
• Assists with drafting Rotation of Courses for upcoming academic years and arranging for printing and dissemination.
• Date stamp any transcripts received directly from an institution, and forward to the entire Keypath admissions team.
• Assist Course Development Manager with faculty textbooks and access for faculty.
• Send email to each contributing faculty confirming their commitment to teach.
• Participate in conversations regarding other departments’ challenges or questions relating to why or how KUO processes differ from KU’s processes or procedures.
• Recommends policy as necessary and builds relationships with other University departments to ensure the success of KUO.
• Creation of productive relationship with necessary departments.
• Provide substantive feedback regarding KUO processes and how any proposed changes would or could impact KUO.
• Facilitate Monday KG meetings where outstanding issues, concerns, and questions are addressed. Escalate issues to VP as necessary.
• Attend Keypath meetings as scheduled and escalate issues as necessary
• Cross train to support Operations & Blackboard technologist.

Percent of total time 10

• Assist those reporting directly to the Vice President and their respective staff in coordinating work and communications, so as to promote collaboration and teamwork.

• Schedule one-on-one’s for all team members

• Monitor accuracy and helpfulness of website information and assist in keeping such information current.

• Deliver campus wide email announcements as directed.
• Ensures operation of equipment by completing preventative maintenance requirements; calling for repairs, maintaining equipment inventories; evaluating new equipment and techniques.

• Keep up-to-date list of all Keypath AND Kettering University Online (KUO) birthdays.

• Participate in QA as needed.

• Answer general questions about processes and/or particular students as needed. This includes questions from anyone on campus. HR, Student Accounts, Financial Aid, Graduate Programs, Registrar, and IT are the most common.

• Explain process to non-KUO students wishing to register for a KUO course.
• Provides insight into training needs for the KCG faculty and staff.

Percent of total time 5

• Maintain office supplies and emergency first aid kit for immediate work area.
• Order office supplies and other supplies as needed. Typically order from Amazon, which may change in the near future.
• Order copy/printer paper from Supplies (Kettering Auxiliary Services).
• Order Kettering name tags for new staff or replacement name tags
• Order business cards from Printing Services at Kettering.
• Manage catering for events as required

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Please provide the specific name of the publication or website where you learned about this posting.

    (Open Ended Question)

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. List of References
Optional Documents